2020-06-17 ACQ/ERM FG Meeting notes

Date

Jun 17, 2020 11AM-12:30

Zoom:

See calendar item or inquire with Chair for Zoom details.

Attendees

@Mark Hemhauser (Unlicensed) , UC Berkeley
@Lisa Spagnolo , UC Davis (co-chair)
@Paula Pascual , UC Irvine
@Stacy McKenna , UCLA
@Sarah Sheets , UC Merced
@Carla Arbagey , UC Riverside (co-chair)
@Judy Keys , UC San Diego
@Lisa Wong , UC Santa Cruz
@Holly Eggleston (Unlicensed) , California Digital Library
@Susan Boone , UC San Francisco
@Maricel Cruz (Unlicensed) , UC Santa Barbara

Not attending

-Carla

Future agenda items

Discussion items

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Assemble	Getting settled, reviewing agenda	5	Lisa
2	Admin Items	Clarify roles for this meeting Action Item Checks	5	Lisa	Update from SILS Chairs we’re empowered to take issues to our campus groups as needed and to coordinators, etc. communicate intentionally and thoughtfully Discuss review project for gathering questions from previous documents. tracking queued questions provide feedback on columns on that spreadsheet		ACTION: Lisa S start spreadsheet for tracking queued questions. ACTION: All provide feedback as you have it, on the questions spreadsheet- https://docs.google.com/spreadsheets/d/1PCI96ZCC9AxsvLlOe_if1h-lOFIT1Y6Dl5C8eol0Qf4/edit#gid=0
3	Updates: specifically from PPC	Shared understanding of PPC activities, including what is routing to our FG.	10	Lisa	No PPC meeting on 6/12 Holly update on CDL/PPC Chairs w/ Ex Libris - 6/16 PPC chairs and select CDL staff talked (recently) about our CDL processes to understand better how we work Holly will send a link to the recording of the session w/ ExL and the documents once cleaned up Confirmations from ExL: P2E and SFX ingest--ALL CDL NZ data will be loaded and processed first, then IZ (ILS, SFX, ERM data migration sequence) Either ERM or SFX links to the CZ, depends on which you use for your source of collection identification maybe we just need to try it and see what happens in Vanguard, then rethink linking to NZ versus CZ versus local only consider how to test options that exist how best to use CDL’s data - SFX, SCP, etc. avoid duplicates - still working on and thinking about this reviewing data in 856 $u fields how to make sense of URLs that aren’t platform/collection specific 856 fields will be preserved as free text $3 may not be meaningful participants for each package/resource - how best to structure? Each institution would be own inventory group LLNL and UCOP and LBNL discuss more later Clean-up - received referrals to documentation, not a lot of info yet; ask other consortia how they’ve handled clean-up Will be providing more examples of data we might need to clean-up Non-P2E SFX--active Alma Collections SFX and ERM data not likely to match well, so Holly will assist with manual matching. SFX migration page - Lisa S. will review it with ….who? Think we’re still recommending remove their SCP data from IZ records? Vision statement - tabled for next week. Certification process - still determining who, when. https://knowledge.exlibrisgroup.com/Alma/Training/Alma_Administration_Certification/01_Certification_Overview_Page		Lisa S. will followup on whether there is a benefit to having SCP data in ILS records. And clarify how IZ records link to the NZ. / 5/27 [Lisa S. to confirm that other groups resolving this as an issue/question - 6/17.] ACTION: FG asked to finalize vision statements and post to wiki - Lisa S prepare for next meeting review ACTION: Lisa check on details of certification process - are these materials available to us now.
4	Decision Page - Vendors Discussion	Approve closure of ILSDC Vendors Decision Page; Develop migration-related Vendors Decision Page (to route to IC)	15	All	Decision Page https://uc-sils.atlassian.net/wiki/spaces/AEF/pages/504562031 360RM Tutorial Sharing Vendor Info in NZ (ExL doc) NEW: Vendor Data for Migration to Test Global Vendor File in Vanguard Discussing Vendor Data: CDL would load all vendors, use suffix to prevent unintentional matching. CDL share all vendors to all campuses Would identify subset (1 or 2) of vendors for IZ to link to. Looks like proposal is only for a subset of campuses to link to selected vendor. Should all vanguard campuses link to same vendors? Would make more sense for how we'd apply this as a policy? Q: If we wish to use NZ vendors, does an institution migrate the same vendor code in their vendor file? Q: If we use an NZ vendor, does an institution migrate their POL w/the NZ vendor code in the POL vendor code field? Q: Followup from 6/3 - ExL response to Q8. Their recommended workflow says not to share the vendor. Why not? This feeds back to our core vendor question of "what do we gain by sing shared vendors, what do we lose if we do not" 360RM - CDL, UCLA, UCSB (only uses PRV prefixed vendors for holding Sushi credentials) How does 360RM match specifically? Currently awaiting responses from ExL related to shared vendors. Maybe we just test it in the Vanguard.	Decision: Close for decision, acknowledge more specific discussion continuing	Everyone: continue to look at vendor records in the NZ and think about answers to the questions on the decision page so we can make a decision for next week’s meeting ACTION: Lisa add vendor followup questions (to vendor basecamp thread or to new thread?
5	Vendors Basecamp Item	Identify what is needed for follow-up Q to Ex Libris (vs. exploration in Sandbox or in Vanguard) - what do we need to know now? If OK, time to archive Basecamp item?	10	All	Lisa to update if there’s any update on Basecamp item.	Decision: Archive thread, post followups as new thread, retain google doc. (Not closing in light of extra questions resulting from discussion on Vendor Data page.	Everyone review for items needing additional followup.
6	Decision Page on P2E	Developing a quick turnaround recommendation for P2E data due in next week; beginning of testing plan for Vanguard.	15	All	Decision Page: https://uc-sils.atlassian.net/wiki/spaces/AEF/pages/517013823 Maricel reminded us to consider how to migrate P+E order records because theirs all migrated as Print Only. When combined recommend make electronic journal subscription order have an acq method of Purchase. Print journal sub order acq method of “technical” because NO payment. Then manually link them post-migration. Took two years for UCSB to clean-up. Also option auto-renew or manual renewal. Maricel advises to auto-renew in Alma. Jharina recommends separating your P+E orders before migration if you can. Put your e orders on an e-bib! Note fields in POLs are NOT searchable. Can search on receiving note. Case sensitive! The only searchable note in Analytics for electronic POLs is the vendor note field. P2E Lessons Learned Google Document 6/17 - more document work in light of 6/12 extra discussion and 6/16 CDL discussion.		@Lisa Spagnolo will review Alison’s CDL-related implementation docs in Basecamp for FG-accessible schematic of CDL data stores/workflow.
7	Vision Document	Review document for final form for Confluence presentation
8	Wrap-up	Identify next actions	5	Lisa	Propose meeting of III campuses (both new and already-alma) to discuss migration issues prior to next meeting. [This was our P2E call - what do we want to cover for next time.] Request to record to share with SCP?
9	Parking Lot	To save for future discussion (after 6/3 call - identify what to bring in next)	75/75		From 4/29: POL #s/vendor IDs unique - need to figure out how to not conflict on importing vendor/order data (after Vanguard) Note that other items from the critical decisions sheet have been made into rough decision pages on Google docs. Do any dovetail with current discussion? Accessing fund reports & budgets is critical – we need a demo from a campus that has already migrated, but may not need a decision page. SUSHI integration - CDL/NZ vs. IZ. How do credentials from CDL get migrated? What happens in consortial environment when local campuses activate CZ collections? (from 3rd party integration item 5/27)